Administrative Services Manager
Suffolk University is a private, urban university located in the heart of downtown Boston. Our college green is the Boston Common and we are steps from dozens of historic sites including the Old State House, Faneuil Hall, City Hall and the Massachusetts State House. We have no real boundaries to our campus—Boston and Suffolk blend together.
Suffolk has been committed to creating an exceptional learning experience since 1906. Our vision is to be recognized as a dynamic institution that fosters engaged learning, rigorous scholarship, innovative thinking, and community collaboration across disciplines. We will ensure that Suffolk graduates are versatile and prepared for modern society and the new world market. We will provide rich curricula, experiential learning opportunities and professional mentoring through increased collaboration with alumni and community partners. We will recruit, mentor, and support a diverse faculty of teacher-scholars who are passionately committed to preparing our students to be leaders in the global community. We will inspire investment in a Suffolk community that is built on ethical, forward-thinking leadership, teamwork, and cooperation.
We compete for the best talent. We are an equal opportunity employer committed to a diverse community. We are actively seeking applicants from groups that might be under-represented because of race/color, gender, religion, real or perceived disability, national origin or LGBTQ status. As part of our commitment we encourage you to complete the demographic portion of the application in addition to submitting your cover letter and resume/CV as it will assist us in targeting our recruitment efforts.Please note that Suffolk University conducts background checks as a condition of employment.
We are also committed to the well-being of our employees. Our terrific benefits package for benefits-eligible positions include, but are not limited to:
- Generous paid time-off programs and commitment to work-life balance
- Tuition free course benefits in the College of Arts and Sciences and in the Sawyer Business School for employees with additional tuition benefits for spouses, domestic partners, and children
- Top-notch well-being care available through Harvard Pilgrim Medical/Delta Dental and a Flexible Spending Account
- Pre-tax commuter benefit
- Employee Assistance Program that provides employees and their family members with initial assessment, referrals and short-term counseling for personal and work challenges
- Discounted home and auto insurance
- Hire, train, and manage administrative coordinators and student staff.
- Ensure administrative coordinators are well-trained in all Microsoft programs and various University systems including, but not limited to: Navigate, Colleague, Web Advisor, ImageNow, Blackboard, Agiloft, Workday, and LinkedIn Learning.
- Plan and coordinate trainings for staff, as needed, to achieve and maintain a high level of efficiency on software tools used within DSS.
- Train administrative services staff on office procedures and policies.
- Plan and lead regular staff meetings; prepare agenda.
- Conduct regular individual check-ins with administrative services staff.
- Prepare periodic performance reviews for admin staff, utilizing established performance standards. Advise and coach staff individually to achieve mutually developed goals and performance standards, in accordance with University policies and procedures.
- Seek out professional development opportunities for staff on topics relevant to office support.
- Manage the front reception for the Division of Student Success, ensuring students are received in a timely manner, accurate information is disseminated, and students are directed to the correct adviser/service provider.
- Ensure the admin team provides high level of professionalism and customer service when attending to student and faculty needs, questions, and concerns.
- Coordinate staff and student worker schedules to ensure that front desk is staffed during DSS operational hours.
- Ensure proper coverage to handle incoming foot traffic and phone calls.
- Maintain accurate manuals, guides, and protocols for front desk operations.
- Keep front desk organized and stocked with appropriate resources, forms, flyers, supplies, etc.
- Manage the daily workflow of tasks.
- Assign task requests and ensure that the workload is equitable across the admin team
- Follow up to ensure tasks are fully completed by expected deadlines.
- Oversee and perform administrative services, including but not limited to: ordering supplies; obtaining price quotes; completing check requests; creating purchase orders; processing invoices, reimbursements, and internal transfers; maintaining an inventory of contracts.
- Assist staff with programming logistics, including budgeting, planning and marketing of events, catering, equipment rental, room reservations, facilities requests, signage, set-up, and breakdown.
- Provide logistical support to outside organizations that come to campus for presentations, workshops, fairs and events.
- Serve as a Designated School Official (DSO) for travel signatures and other non-adjudicated SEVIS events.
- Serve as steward of keys for locked areas, including conference rooms, storage cabinets and master key.
- Report maintenance concerns to Facilities Management.
- Anticipate the needs of students and divisional offices throughout the academic year cycle.
- Regularly review budget reports; assist in reconciling budget lines; track divisional and departmental expenses.
- Oversee the general DSS email account.
- Oversee the divisional social media account(s).
- Review work flows and suggest changes for improvements and efficiencies in collaboration with DSS Managing Director.
- Serve on a divisional committee.
- Assist with CLEP administration/proctoring, as needed.
- Support the DSS Managing Director on special projects, as requested.
- Bachelor’s degree is required.
- Previous experience supporting a fast-pasted administrative office with at least three to five years of relevant experience.
- Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) and relational database experience.
- Excellent written and oral communication, as well as interpersonal and organizational skills.
- Must be committed to providing the highest level of customer service and responsiveness.
- Ability to multi-task and problem-solve in a high volume, deadline-oriented working environment.
- Proven ability to work independently and as part of a dynamic team.
- Must be creative and proactive.
- Must be able to handle difficult situations and confidential material with sensitivity and professionalism.
- Excellent attention to detail and high standards for quality of work.
- Ability to understand and work with university policies and procedures including, but not limited to the Family Educational Rights and Protection Act (FERPA).
- Ability to take initiative when appropriate, but also the confidence to know when consultation with the DSS Managing Director and colleagues is necessary.
- Evening or weekend work may be needed, on occasion.
Summary of Position:
The primary focus of the Administrative Services Manager (ASM) position is to provide students and staff in the Division of Student Success with the highest level of service and support. The ASM supervises the administrative coordinators and ensures that standards of performance and expectations are consistently met. Responsibilities include management of administrative services unit; oversight of front desk operations; and distribution, supervision, execution of administrative task requests from the various DSS offices. The ASM is essential in ensuring that DSS operations run smoothly, for both frontline student-facing services and backend office support.
Front desk operations
Administrative Tasks / Office Support
Maintain high level of communication and coordination with the DSS Managing Director, DSS Data & Operations Manager, and DSS Directors to provide ongoing support for the various offices across the Division: (1) Center for International Programs & Services, (2) CLAS Tutoring, (3) CLAS Coaching, (4) Office of Disability Services, and (5) Undergraduate Academic Advising Center. Ensure that support tasks, unique to each office, are completed in a timely manner. These tasks may include, but are not limited to:
Other Division-wide Tasks
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